Financial Case Management System Project

1. FCMS Basics

• What is “FCMS"?
• The Financial and Case Management System is a tool that will standardize data collection, improve contract monitoring, ensure financial accountability, and comply with national best practices. It will facilitate timely payments, detailed financial reporting, and audits. The system will aim to provide comprehensive data on attorney qualifications, caseloads, and more, aiding decision-making for the Oregon Legislature, Governor's office, and stakeholders. This initiative is essential for meeting Oregon's public defense needs and ensuring timely legal services for eligible individuals.
  
  
• Why is OPDC doing this?
• Right now, OPDC is using several older databases and systems like Clio and Nintex that don't meet the Agency's needs or the new state requirements under Senate Bill 337. FCMS will bring these functions together into one modern system to improve efficiency and streamline processes.
  
  
• How will FCMS help external users?
• External providers will use a secure online portal to submit expenses and requests, view information about assigned cases, and track previously submitted records. The portal is intended to replace many of the forms and manual processes currently completed through the OPDC website, making it easier and faster for providers to interact with OPDC and receive payments.
  
  
• How is OPDC going to support external users?
• OPDC will continue sharing project updates and providing opportunities to ask questions as implementation progresses. Before the portal goes live, providers will receive training, documentation, and other resources to help prepare for the transition.
  
  
• What will external providers be able to do in FCMS?
  
• External providers will access FCMS through the JusticeNexus External User Portal. The portal will allow users to submit expenses, funding requests (previously termed 'Pre-Authorized Expenses' or 'PAE'), and other OPDC-related requests; view information about assigned cases; and track previously submitted records and OPDC responses.
• The portal is intended to replace many of the forms and manual processes currently completed through the OPDC website. However, it will not replace the systems providers use to manage their own offices or casework, and external users will not have access to OPDC's internal case management functions.
• Additional details about specific workflows and functionality will be shared as system design progresses.

2. System Go-Live/Timeline

• When will the new FCMS system go live?
• FCMS will be implemented in two phases. Go-live for internal OPDC employees is currently anticipated in late 2027, while go-live for external providers is currently anticipated in early 2028. These dates are subject to change as implementation progresses, and OPDC will continue to share updates as major project milestones are completed.  
  
  
• What is the implementation timeline or major project milestones?  

• What does “fit-gap" mean?
• A fit-gap analysis is a process used to compare OPDC's existing business processes and requirements against the capabilities of the new FCMS. During this phase, the project team and vendor identify where the system already meets OPDC's needs ("fits") and where configuration changes, process changes, or additional solutions may be needed ("gaps"). The results help guide system design, configuration, training, and implementation planning to ensure FCMS supports OPDC's operational requirements as effectively as possible. 
  
  
• Why does progress on the project take so long?
• The FCMS project is a large, multi-year effort that impacts many areas of OPDC's operations, including case management, finance, timekeeping, reporting, and provider interactions. Before implementation could begin, the Agency completed extensive planning activities such as stakeholder engagement, process mapping, requirements gathering, procurement, and organizational change management planning to help ensure the selected solution meets OPDC's operational needs.
• In addition, this is a public sector procurement involving contract negotiations, governance reviews, and coordination with external partners and systems which takes time. While some work may not have been highly visible externally, substantial foundational work has been occurring to position the project for a successful implementation and rollout.

• How will the Agency be communicating with external providers?
• As the project moves into implementation, communication will become more frequent, structured, and visible. The project team is establishing regular communication channels, including project updates, webpage updates, open houses, Change Champion engagement, and training communications to help ensure staff and providers receive timely information about project progress, upcoming activities, and impacts to their work. The project team is also working to provide ongoing opportunities for questions and feedback so concerns can be addressed earlier and information can be shared more consistently across stakeholder groups.
  
  
• How will the FCMS rollout differ from similar projects that faced challenges in the past?
• OPDC plans to use a phased implementation approach supported by training, communication, intentional change management (including the Change Champion Program), and ongoing user support to help reduce disruption and improve the transition experience.
  
  
• Why has the FCMS replacement project taken so long?
• Implementing a large-scale system replacement for a public agency currently operating under the Executive Branch, requires significant planning, coordination, and procurement work. Before issuing the Request for Proposal (RFP), OPDC needed to thoroughly inventory current systems, workflows, and business processes while also identifying future-state operational needs and requirements. Because FCMS will impact many stakeholders, departments, providers, and external partners, the project requires careful evaluation, compliance with public procurement requirements, and detailed planning to help ensure the selected solution supports the Agency's long-term needs. While this process takes time, the goal is to implement a sustainable, well-planned system that improves operations across the organization.

3. Training and Support

• What kind of training will be provided, and when?
• Training will be divided between internal OPDC employees and external users. The dates are still being determined.  
• Training will focus on all processes that are changing with the new FCMS. We'll provide learning support through a variety of methods, including formal training sessions, job aides, and clear documentation that explains the new processes. While the exact timing is still being finalized, all training will take place before the system goes live. The goal is to make sure everyone feels confident and prepared with the tools and knowledge they need to use the new system successfully from day one.

4. Support/Getting Help

• Who do I contact if I run into issues or need help post-launch?
• Contact the FCMS Project team for support at fcmssupport@opdc.state.or.us.
  
  
• Who do I contact if I have concerns about something related to the system?
• You can contact our Senior IT Project Manager, Mary Knoblock, at mary.knoblock@opdc.state.or.us.

5. Functionality

• Will the forms external providers currently use through Nintex be replaced by FCMS?

• OPDC has identified 17 existing forms that are expected to transition to the JusticeNexus External User Portal, including expense submissions, reconsideration requests, Pre-Authorized Expense (PAE) requests, reporting extensions, and other provider-related requests. Some processes will remain largely the same, while others, particularly invoicing, reporting, and PAEs, are expected to change more significantly.
  
  
• Are there systems or processes that will be retired?
• Other forms currently available on the OPDC website will remain in place until Nintex is decommissioned and replacement solutions are identified. Replacing these remaining forms will be a separate effort from FCMS, and the timeline for decommissioning Nintex has not yet been confirmed.

6. Access and Permissions

How will users access and log in to FCMS?

• Users will access JusticeNexus through a web browser. Each user will have a login and password to securely access the system.

How will user access and permissions be handled?

• For external users, access to the FCMS will be set up through a simple process with training provided to guide them. Permissions will be determined based on the user's role assignment or selection during initial setup.
  
  
• What is the process for requesting additional access or changes to my access rights?
  
  
• A formal access control process is being developed to ensure users have the correct permissions. This will include procedures for requesting changes or additional access, as well as scheduled audits of user roles and permissions to keep access current for both external and internal users. More details will be provided once the process is finalized.
  
  

7. Compliance and Security

• How is the FCMS ensuring data security and confidentiality?
• Data security and confidentiality requirements are still under review and will be addressed in coordination with the system vendor. More information will be provided as these details are finalized.
  
  
• Will the system help OPDC with compliance and reporting?
• Yes – It is anticipated that the FCMS will improve upon current compliance and reporting processes as well as allow for the collection and validation of data that will assist in tracking various items of interest from a compliance perspective. Robust reporting should allow OPDC's Compliance team to identify and address any identified issues sooner.

8. Communication

• How will updates and new requirements be communicated to external providers?
• We will continue to share updates about the FCMS project on this webpage and via OPDC newsletters. You can view archived newsletters online and sign up for newsletters here .
  
  
• Will there be opportunities for feedback or input from external users?
  
• ​External providers have had opportunities to provide input throughout the FCMS project, including interviews, focus groups, surveys, and reviews of proposed future-state processes for external end users. This feedback has helped inform project requirements and implementation planning. As implementation progresses, External Change Champions will hav​e the opportunity to participate in User Acceptance Testing (UAT) to help evaluate whether the system works as intended before go-live. Providers can also continue to submit questions through fcmssupport